THE RULES OF THE WAIKATO LACROSSE ASSOCIATION, INCORPORATED

Transcription

1 THE RULES OF THE WAIKATO LACROSSE ASSOCIATION, INCORPORATED These Rules rescind all previous Rules. Dated 19 August DEFINITIONS PART 1- INTRODUCTION The following words shall have the following meanings within the text of these Rules and in Regulations made under these rules. 1. "Association" means the Waikato Lacrosse Association, Incorporated. 2. "Annual Meeting" means an Annual General Meeting of the Association. 3. "Meeting" means an Annual Meeting and/or a Special Meeting. 4. Objects" means the objects of the Association. 5. "Rules" means the Rules of the Association. 6. "Regulation" means Regulations made under these Rules. 7. "Board" means the Association Board as described in Section "Chairperson" means the Chairperson of the Association. 9. "President" means the President of the Association. 10. "Secretary" means the Secretary of the Association. 11. "Treasurer" means the Treasurer of the Association. 12. "Officers" means officers of the Association as defined in Section "Member" or "Members" means a member or members of the Association.

2 PART 2 - GENERAL 2.1 NAME The name of the Association shall be the Waikato Lacrosse, Incorporated. 2.2 AUTHORITY The Association shall have authority as given to it in these Rules. 2.3 REGISTERED OFFICE The registered office of the Association shall be at such address as shall be decided from time to time by the Board. 2.4 OBJECTS The objects of the Association shall be: 1. To promote and encourage a knowledge, ability and excellence in Lacrosse for persons of all ages. 2. To promote and encourage competitions and demonstrations of Lacrosse and to engage as required in any other activities, which are designed to further this object. 3. To promote and encourage the activities including any social activities which may assist or advance these objects. 4. To act alone or in conjunction with any other person and/or group on any matter pertaining to Lacrosse or which will effect Lacrosse. 2.5 POWERS The powers of the Association shall be: 1. To prescribe, make and adopt such rules, regulations and resolutions and to do all such acts and things as may be necessary or desirable to carry out the Objects or to conduct its business including the doing of all such lawful things as are incidental or conducive to the attainment of any of the Objects. 2. To prescribe any fees or charges to be paid by Members. 3. To purchase, take on lease, exchange or otherwise acquire any lands, buildings, easements or any real or personal property which may be required for the purpose of, or conveniently used in connection with any of the objects and to sell convey, transfer, assign, mortgage, give, exchange or otherwise dispose of the same. 4. To hire or employ an executive director, secretaries, managers, servants, Page - 2

3 workmen or any other type of employee and to pay them and other persons in return for services to the Association such salary, wages, gratuities, fees or pensions as the Association may from time to time determine. 5. To subscribe to or become a member of, or affiliate with, any association, society or organisation whose objects are similar either wholly or in part to the objects or which may further the objects in any way. 6. To expel, suspend or otherwise discipline any member. 7. To delegate such of its powers as it may from time to time deem fit. 8. To invest and reinvest in such securities and upon such terms as it thinks fit the whole or any part of the funds of the Association and to employ and deal with the funds of the Association in such manner as it deems fit in the interests of the Association. 9. To borrow or raise and give security for money in such manner, as the Association shall think fit including the issue of bonds, debentures, promissory notes, mortgages or other obligations or securities of the Association secured upon its assets. 10. To enter into any arrangement with any Government or authority, international, municipal, local or otherwise that may seem conducive to the Association's objects or any of them and to obtain from any such Government or authority, any rights, privileges and concessions which the Association thinks desirable and to carry out, exercise and to comply with any such arrangements, rights, privileges and concessions. 11. To do all such other acts as in the opinion of the Association shall further the objects. 2.7 COLOURS The colours of the Association shall be red, black, and gold. 2.8 THE FINANCIAL YEAR AND MEMBERSHIP YEAR OF THE ASSOCIATION The financial year and the membership year shall be the same, and shall be from the first day of June to the last day of May. 2.9 THE COMMON SEAL The Association shall have a common Seal, which shall be held for the Association by the Secretary and which shall be affixed to all contractual documents. However it shall not be affixed to any document except by two members of the Board pursuant to a resolution of the Board. The members who affix the Common Seal to the document shall sign such a document on behalf of the Association. Page - 3

4 2.10 LIQUIDATION In the event of the disbandment or winding up of the Association, which shall be decided at Special Meetings called specifically for that purpose, the following wording applies: If upon the winding up or dissolution of the association there remains after the satisfaction of all its debts and liabilities any property whatsoever the same shall not be paid to or distributed among the members of the association but shall be given or transferred to some other organisation or body having objects similar to the objects of this association, or to some charitable organisation or purpose, within New Zealand. Page - 4

5 PART 3 - MEMBERS 3.1 MEMBERSHIP 1. Any person of good character and in good financial standing with the WLA may be a Member. 2. Each Member shall pay such fee or fees as decided at the Annual Meeting. 3.2 MEMBERSHIP APPLICATIONS All applications shall be made in writing in such form as shall be prescribed from time to time by the Board. A new Member may be elected to membership at any meeting of the Board or at a Meeting of the members. The Board or a Meeting may refuse to elect a person to membership. 3.3 MEMBERSHIP TYPES Members shall be divided into the following types of membership 1. Senior Members shall be Members who are nineteen (19) years and over on the 1st day of January of that year. 2. Junior Members shall be Members who have not attained the age of nineteen (19) years on the 1st day of January of that year. 3. Associates are non-playing Members who carry out official duties for the Association. 4. Life Members and Honorary Members as defined in these Rules. 3.4 MEMBERS RIGHTS A Member shall be entitled to take part in all activities of the Association. 3.5 CEASING TO BE A MEMBER A Member will continue to be a Member with all rights and responsibilities until they resign in writing to the Secretary or they are expelled from the Association under section 9.2. Page - 5

6 4.1 OFFICERS OF THE ASSOCIATION PART 4- THE ASSOCIATION'S OFFICERS The officers of the Association shall be as follows: 1. President 2. Chairperson 3. Secretary 4. Treasurer In addition the Annual Meeting or the Board may appoint such other officers as they shall determine and shall prescribe the duties of such Officers. 4.2 OFFICERS EX-OFFICIO ON BOARD The Association President, Chairperson, Secretary and Treasurer shall be ex officio members of the Board. 4.3 ELECTION OF OFFICERS 1. No Member whose subscription is in arrears or who is otherwise non-financial may be nominated as an officer. 2. A candidate for office in the Association shall be proposed by one member and seconded by another Member. 3. If a candidate is not present at meeting at which the election is to take place then the person proposing the Member must produce evidence satisfactory to the chairperson of the meeting that such a candidate is willing to accept office. 4. Where there are a greater number of candidates for an office than are required to fill that office a ballot shall be held. The meeting shall elect scrutinisers for such a ballot. 4.4 DUTIES OF OFFICERS 1. The President The President shall provide day to day leadership of the Association and shall preside at meetings if the Chairperson is absent. 2. The Chairperson The Chairperson shall preside at all meetings of the Board at which he/she is present. 3. The Secretary Page - 6

7 The duties of the Secretary shall be: to call and attend all Meetings and all Board meetings; to take minutes, submit correspondence and to reply thereto according to the direction of the meeting; to keep a register of members of the Association and the addresses of the same; to keep all records and generally to perform all the clerical work of the Association. The Secretary shall furnish to the Board all returns or information when and as required by the Board. Such information shall faithfully mirror the state of the Association at the required date. 4. The Treasurer The duties of the Treasurer shall be: to attend all Meetings of the Association and all Board meetings; to receive all monies due to the Association and to place the same to the credit of the Association's bank account; to sign all cheques for disbursements agreed to by the Board in conjunction with at least one other Association Member appointed for that purpose by the Board; to keep proper accounts; to prepare and submit monthly to the Board a financial report and to prepare and submit annually to the Members at the Annual Meeting a duly audited statement of the financial affairs of the Association. Page - 7

8 PART 5-THE ASSOCIATION MANAGEMENT 5.1 THE BOARD The membership of the Board shall be composed as follows: 1. The Officers as provided in Section Ordinary Board members elected as provided in Section THE BOARD VOTING The quorum for all Board meetings shall be four (4) members and each Board member shall have one vote, except that the president shall have the deciding vote if there is a tie. There shall be no proxies for voting at the Board. 5.3 THE DUTIES AND POWERS OF THE BOARD The Board shall: 1. Meet at the conclusion of the Annual Meeting and thereafter not less than quarterly during the ensuring year and if necessary at any time at the request of the Chairperson or any three Board members. 2. Between Annual Meetings conduct the routine administrative affairs of the Association. 3. Carry out all duties and responsibilities required or allowed by these Rules. 4. Deal with all matters as are delegated or decided by Meetings and require action of the Board to carry them out. 5. If it sees fit to employ a person or persons with such duties and responsibilities and with such salary, salaries and/or allowances as the Board shall determine. The Board may also cease to employ, re-employ or dismiss any such employee or employees. 6. Appoint managers and coaches of Association teams, upon such terms and conditions and for such periods, as the Board shall determine. 7. Organise and run or arrange for the organising and running of Association competitions. 8. Decide all matters not specifically provided for in the rules of the Association, the rules of the Board or in these Rules or Regulations. 9. Have the power to, reprimand, suspend or expel or otherwise discipline any Member who in its opinion has been guilty of any misconduct detrimental to the Objects of the Association or has failed to keep the Rules or Regulations. Page - 8

9 5.4 THE LENGTH OF BOARD MEMBERSHIP Those elected shall hold their positions from the completion of the Annual Meeting at which they are elected until the completion of the next Annual Meeting except that: 1. Any Board member being absent from three (3) consecutive meetings of the Board, without cause to the satisfaction of the Board, shall forthwith cease to be a member of the Board and shall not be eligible for re- appointment or for re-election at the next election. 2. A Board member may be suspended or expelled from being a member of the Board by a vote of two-thirds (2/3rds) of those present at a Special meeting called for that purpose. 3. If a vacancy occurs during the term of office of the Board it shall be empowered to appoint a Member as a replacement until the next Annual Meeting. 5.5 BOARD AGENDA Meetings of the Board may be called by the Secretary at any time or on such dates as the Board shall determine. At all meetings of the Board the order of business, unless decided unanimously by the Board to be otherwise, shall be: 1. Apologies for absence. 2. Confirmation of the Minutes. 3. Business arising from previous minutes. 4. Reports 5. General business. 6. Set date and time of next meeting. AN EXECUTIVE The Board may appoint from among its members an Executive Board (may be singular) to transact the business of the Association and generally fulfill all the functions of the Board between Board meetings. However all decisions of the Executive must be ratified at the first ensuing Board meeting after the decision was made or the decision will lapse. The Executive Board shall report on its decisions to the Board at each meeting in such form, as the Board shall determine. 5.6 SUB-COMMITTEES 1. The Board may appoint at any time such sub-committees as it may consider necessary and will prescribe the duties of such sub-committees as it may consider necessary and may from time to time dissolve such sub-committees and appoint others in their stead or alter the personnel of such subcommittees as the Board may determine. Page - 9

10 1. In the appointment of any sub-committee the Board shall not be restricted to choosing from its own members. 2. Save as provided in Clause 5 of this Section, no decision of a sub-committee shall be binding until it has been ratified by the Board, nor, save as provided in clause 5 of this Section, shall any sub-committee, unless its order of reference specifically authorises it in that behalf, have the right to transact any business in the name of the Association. 3. A sub-committee shall carry out the duties assigned to it by its order of reference and shall on the date mentioned in such order or in the absence of such date then as expeditiously as circumstances permit, present its findings and recommendations to the Board. Should the sub-committee fail to present its report on the due date it may apply for further time, and the Board may grant such further time or dissolve the sub-committee, as the Board shall determine. 4. The Board may delegate any or all of its powers to a sub-committee except this power of delegation. 5. Sub-committees may be appointed by a meeting of the Members of the Association in the same manner as provided for the appointment of subcommittees by the Board. Page - 10

11 6.1 ANNUAL MEETING DATE PART 6- MEETINGS The Annual Meeting shall be held prior to the 1st of August in each year. Seven days notice of the date, time and place of the meeting shall be given by the Secretary to each Member. The notice may be given by web, , social medial, post or by advertisement in a daily newspaper circulating in the district the Association serves. 6.2 THE ANNUAL MEETING The business of the Annual Meeting shall be: 1. To receive the Board annual report and a properly audited statement of the accounts for the last financial year. 2. To approve the budget for the current financial year. 3. To set the subscriptions for the current financial year- 4. To elect the Officers and up to eight (8) additional members of the Board and an Auditor. 5. To consider motions, including Rule and Regulation changes, notice of which has been given in accordance with the Rules. 6. To deal with any other business which can properly be considered. 6.3 ANNUAL MEETING VOTING 1. Voting at the Annual Meeting shall be on voices save when a vote is challenged, when a show of hands shall be taken. Motions or resolutions, except those covered under Sections 6.7, shall be carried by a simple majority of those present, qualified to vote and voting. 2. Voting for a contested positions as an officer or a Board member shall be by secret ballot. 3. Only senior members, junior members and associate members shall have the right to vote at Meetings. 6.4 QUORUM OF ANNUAL MEETING The quorum of the Annual Meeting shall be no less than 8 Members who are entitled to vote under Section If after the expiration of such time, as decided by the Chairperson of the Meeting, after the time appointed for the commencement of the Meeting, there is no quorum present, the Chairperson shall adjourn the Meeting to a date and time determined by the Meeting. Notice of the new date, time and place shall be given by the Secretary in the manner prescribed for the notice of an Annual Meeting. Page - 11

12 If at the resumed Meeting there is still no quorum present then those present shall constitute a quorum and shall be entitled to transact the business of the Meeting. 6.5 SPECIAL MEETING 1. A Special Meeting of the Members may be called at any time by the Board or by a requisition signed by no less than 50% plus one, of the total number of Members who are entitled to vote under Section The requisition shall be addressed to the Secretary and shall set out specifically the business for which the Special meeting is required. Upon the receipt of such a requisition the Secretary shall forthwith take the necessary steps to convene the Special Meeting. The notice to Members of the special Meeting shall be in the same form and time frame as prescribed for an Annual Meeting. 2. At a Special Meeting only the business set out in the notice convening the Meeting shall be considered, provided that the Meeting may by unanimous vote permit the discussion of additional business. 3. Voting at a Special Meeting shall be the same as required under Section 6.3. for Annual Meetings. 6.6 QUORUM FOR SPECIAL MEETING The quorum for a Special Meeting shall be the same as for an Annual Meeting as laid down in Section 6.4. If there is no quorum present the chairperson shall have the discretion to adjourn the meeting in the manner prescribed in Section 6.4. for an Annual Meeting or to declare such a Meeting lapsed. 6.7 ALTERATIONS TO THE RULES 1. These Rules may be altered, added to or rescinded, or otherwise varied or amended, by a resolution passed in accordance with sub-paragraph 6.7.3, hereof, provided however that not less than seven (7) days notice of the date, time and place for the consideration of any such resolutions has first been given to all, Members. 2. Every such notice shall set forth the purpose of the proposed alteration, addition, rescission, variation, or amendment. 3. The majority required to pass the resolution to alter, add to, rescind, or vary, or amend the Rules shall be a two thirds (2/3) majority of those present and being entitled to vote and voting at a Annual or Special Meeting. 4. Upon the passing of the resolution, duplicate copies of every such alteration, addition, rescission or amendment shall forthwith be delivered to the Registrar in accordance with the provisions of the Incorporated Societies Act 1908 and its amendments. 5. No addition to or alteration of the objects, payments to clause or the liquidation clause shall be approved without the approval of Inland Revenue. Page - 12

13 The provisions and effect of this clause shall not be removed from this document and shall be included and implied into any document replacing this document. 6.8 ALTERATIONS TO THE REGULATIONS Additions and alterations to the Regulations shall be carried out under the same conditions as are required for a change in the Constitution except that, to be approved, only a simple majority of votes cast is required except that the Board may add or alter Regulations between Annual Meetings but these shall lapse unless they are confirmed by the next Annual Meeting following their promulgation. Such a Regulation made by the Board may be rescinded by the Board before an Annual Meeting occurs. Page - 13

14 PART 7- FINANCE 7.1 SUBSCRIPTIONS The annual subscription shall be decided at the Annual Meeting. The annual subscription shall payable after the completion of the Annual meeting. Members, who have paid, up to the end of the previous financial year are deemed financial at the Annual Meeting. 7.2 ARREARS OF ACCOUNTS No Member whose accounts, of any sort, are unpaid two months after they were due to be paid shall be entitled to take part in the activities of the Association. However this shall not absolve that Member from the liability to pay the amount owing. 7.3 ASSOCIATION FINANCE 1. The Board has the power to invest and deal with the monies of the Association not immediately required upon such securities or otherwise in such manner as may, from time to time, be determined by resolution of the Board and entered in the minutes. 2. All monies owed to the Association shall be paid to the Board receipted by the Secretary or Treasurer and paid into a bank account in the Association's name, which was authorised by the Board. 3. All disbursements of the Association funds shall be paid by cheque signed by the Treasurer and one other member of the Board appointed for that purpose by the Board. Not withstanding this Rule the Board may authorise the use of other means of payment as may be available through the banks. 4. All disbursements by the Board shall be authorised by a Minute in the record of a Board meeting. 5. The Board shall have the power to borrow money but approval must be first obtained for each through a Meeting. The vote must approve the loan by a three quarters (3/4) majority and shall be carried out under the same conditions as for a change in the Constitution. 6. No member of the association or any person associated with a member shall participate in or materially influence any decision made by the association in respect of the payment to or on behalf of that member or associated person of any income, benefit, or advantage whatsoever. Any such income paid shall be reasonable and relative to that which would be paid in an arm s length transaction (being the open market value). The provisions and effect of this clause shall not be removed from this document, and shall be included and implied into any document replacing this document. Page - 14

15 8.1 LIFE MEMBERSHIP PART 8 -SPECIAL MEMBERSHIP 1. The Association may at an Annual Meeting elect to life membership of the Association any person who in the opinion of the Association has rendered conspicuous service over a long period of time. 2. No Member shall be elected to life membership unless the affirmative votes cast shall be two thirds of the total votes cast by those entitled to vote at an Annual Meeting. 3. A life member of the Association shall not unless otherwise qualified have the right to vote on matters before the Association but shall have the right to move and second motions. 4. A life member shall have the right of entry free of charge to all meetings and activities of the Association. 5. A candidate for life membership shall be nominated by the Association Board at an Annual Meeting under general business. 8.2 HONORARY MEMBERSHIP 1. The Association may at an Annual Meeting elect to Honorary Membership any person who in the opinion of the Association has an association with the Association, which the Association wishes to recognise. 2. No person shall be elected to Honorary membership unless the affirmative votes cast shall be a majority of the total votes cast by those entitled to vote at an Annual Meeting. 3. An Honorary Member of the Association shall not unless otherwise qualified have the right to vote on matters before the Association. 4. An Honorary Member shall have the right of entry free of charge to all meetings, and activities of the Association. 5. A candidate for Honorary Membership shall be nominated by the Association Board at an Annual Meeting under general business. Page - 15

16 PART 9 - DISCIPLINARY PROVISIONS 9.1 SUSPENSION 1. Any Member of the Association shall be liable to suspension during the pleasure of the Association in the event of his/her violating the Rules of the Association or Regulations made thereunder, or failing to comply with any lawful direction of the Board or of an officer of the Association. 2. Suspension may be imposed by the Board for not more than one month s duration. Suspension for a longer period may be imposed only by a Special Meeting called for that purpose. 3. Save as set out in Section no Member shall be suspended without being given an adequate opportunity to be heard in defence. Notice of a proposal to suspend a member shall be given in writing setting forth explicitly the charge preferred and notifying the time and place of the hearing. 4. Notice of any suspension imposed shall at once be sent by the Secretary to the Board. 9.2 EXPULSION 1. Any Member of the Association guilty of flagrant breaches of the Rules and/or the Regulations of the Association, of habitual insubordination or unfair practices, or of conduct prejudicial to good order, decency and discipline, whether within the Association precincts or elsewhere, may be called upon to show cause why he/she should not be expelled, and, in the event of his failing to show such cause, may be expelled. Pending the hearing and determining of the charges he may be summarily suspended by the Board. 2. Expulsion of a member may be made only by a Special Meeting called for that purpose, and only if the votes in favour of expulsion shall constitute three-fourths of the votes of the Members present and entitled to vote at the meeting as laid down in Section The notice of such Special Meeting shall be that prescribed for all Special Meetings. 4. In all cases of expulsion the provisions of Sections and shall apply. 9.3 APPEALS 1. Any Member of the Association may appeal to the Board against any decision of any officer or sub-board of the Association. 2. Such appeal shall be in writing addressed to the Secretary of the Association, and shall set forth specifically the decision appealed against and the grounds for such an appeal. Page - 16

17 3. The Secretary shall arrange for the hearing and determination of the appeal by the Board at the earliest convenient date. Both the person appealing and the official or officials appealed against shall have the right to appear before the Board prior to the determination of the appeal. 4. There shall be no appeal on a question of fact. Page - 17